Policies March/ April 2021 - WAYS Youth & Family
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Policies March/ April 2021
Table of Contents
Acceptance & Refusal of Authorisations Policy
Administration of First Aid Policy
Behaviour Guidance Policy
Child Protection Policy
Communication with Families Policy
Confidentiality Policy
Dealing with Infectious Diseases Policy
Dealing with Medical Conditions and Medication Administration Policy
Delivery & Collection of Children Policy
Absence Policy
Emergency & Evacuation Policy
Enrolment & Orientation Policy
Environmental Sustainability Policy
Excursions Policy
Governance and Management Policy
Inclusion Policy
Interactions with Children Policy
Management of Animals Policy
Management of Complaints Policy
Management of Incident, Injury, Illness and Trauma Policy
Nutrition and Food Safety Policy
Workplace discrimination and harassment policy
Providing a Child Safe Environment Policy
Sleep and Rest Policy
Social Networking and Media Use Policy
Staffing Policy
Supervision of Children Policy
Water Safety Policy
Sun Protection Policy
Responsible Person Policy
Fees Policy
2Waverley Action Youth Services (WAYS) - WAYS OOSH
Acceptance & Refusal of Authorisations Policy
1. Policy Statement
WAYS OOSH will request authorisation from families when required to ensure the safety of the children
and educators and may refuse a request unless the appropriate authorisation is provided. For
example, if a child is to attend an extra-curricular activity for which authorisation is required, buthas not
been given, this will result in the child not being able to participate in the activity.
Preferably, authorisation is required in written format, however in some circumstances educator’s
discretion may be used.
The Education and Care Services National Regulations require services to ensure that an
authorisation (permission) is obtained from families in certain situations. For example, the
Regulations stipulate an authorisation must be obtained for:
• Administering medication to children (Regulation 93)
• Children leaving the premises of a service with a person who is not a parent of the child
(Regulation 99)
• Children being taken on excursions (Regulation 102)
• Access to personal records (Regulation 181)
Authorisation from families may also be required if:
• A child is leaving the service to attend an extra-curricular activity away from the service, for
example, attending a sporting activity, dance, drama, etc. that is run by a provider other than
the WAYS OOSH service.
• Children are leaving the service to make their own way home.
32. Procedure
The OOSH Manager, or the person in day-to-day charge of the service will:
• Ensure documentation relating to authorisation (permission) from families contains:
✓ The name of the child enrolled in the service.
✓ The date;
✓ Signature of the child’s parent/guardian or nominated person who is on the enrolment.
form;
✓ The approximate time the child will return to the service if the child is leaving the service to
attend an extra-curricular activity and the time they will return to the service (if applicable);
✓ The original form/letter provided by the service;
• Apply these authorisations to the collection of children, administration of medication,
excursions and access to records.
• Keep these authorisations in the child’s enrolment record.
• Ensure the child will not be permitted to leave the service to attend any extra-curricular
activity until authorisation is obtained.
• Ensure that children are not permitted to sign themselves out or leave the service without an
authorised adult, unless written authorisation has been given.
• Obtain written authorisation, if a person other than the parents/guardian or other nominated
person cannot collect the child.
• In certain circumstances verbal authorisation, may be accepted at the discretion of the senior
educator on duty. This would be relevant in situations where there has been an emergency
situation and no one from the child’s authorised list is able to collect the child. An email, fax or
text message is suitable as written authorisation.
• Exercise the right to refuse if written or verbal authorisations do not comply with the
requirements outlined above.
• Waive compliance for authorisation where a child requires emergency medical treatment for
conditions such as Anaphylaxis or Asthma. The service can administer medication without
authorisation in these cases, provided they contact the family and emergency services as soon
as practicable after the medication has been administered.
43. Considerations
National Quality Links to other service policies Other
Education and Care Standards & documentation/
Services National Elements evidence
Law & Regulations
Standards 2.1 Excursion, Child Protection, - My Time, Our
S165, 167, 170, 171 and 2.2 Delivery and Collection of Place.
Children, Administration of - Service
R93, 99, 102, 123, Medication, Supervision, and newsletters/
Elements 2.1.2 Providing a Child Safe
158, 160 parent notices
and 2.2.1 Environment Policies. - Authorisation
details on
enrolment forms
- Attendanc
erecords
- Medication
authorisation
records
6. More information
If you have a query about this policy or need more information please contact a member of the
OOSH Team or email oosh@ways.org.au
7. Review details
This policy was adopted by WAYS OOSH April 2021
5Waverley Action Youth Services (WAYS) - WAYS OOSH
Administration of First Aid Policy
1. Policy Statement
WAYS OOSH will provide and maintain a high level of care for children attending the service. The
service will ensure that necessary educators will be suitably qualified in emergency first aid
management and that first aid equipment and support will be available to all children, educators and
visitors to the service and whilst on excursions. Ideally, all educators will undertake senior first aid,
asthma management and anaphylaxis management training to ensure full and proper care of all is
maintained (My Time Our Place 3).
2. Procedure
• The OOSH Manager is responsible for ensuring that a minimum of one educator/staffmember
who is currently qualified in senior first aid, asthma management and anaphylaxis
management is always present at the service it is educating and caring for children.
• The service will endeavour to have all educators holding a current first aid qualification.
• A current first aid certificate or willingness to undergo training will be advertised for all new
positions.
• The service will budget for the cost of the first aid course or renewal for each educator as
part of the training budget.
• A fully stocked and updated first aid kit will be kept in the designated secure place in the
service. Educators are to ensure that this is easily accessible to all educators and volunteers
and kept inaccessible to the children.
• A separate travelling first aid kit will be also maintained and taken on all excursions and
outdoor activities including school pick up and drop off.
• The first aid kit will contain the minimum equipment suggested by the Red Cross or St John’s
Ambulance and a first aid manual will be kept at the service.
• A cold pack will be kept in the freezer for treatment of bruises and swelling.
• An inventory of the kits will be maintained and checked on a minimum monthly basis and
signed off by the Nominated Supervisor. The checklists may be requested for sighting by
management or from the NSW regulatory authority.
• An educator will be designated the duty of maintaining the kits to ensure that they are fully
stocked, and that all items are within the use by date.
• At orientation, educators and volunteers will be made aware of the first aid kit, where it is
kept and their responsibilities in relation to it.
• Qualified first aiders will only administer first aid in minor accidents or to stabilise the victimuntil
expert assistance arrives in more serious accidents.
6• Telephone numbers of emergency contacts, local doctor and poisons service will be located
next to the phone and on the service I-pad.
• In the event of an emergency, the educator administering the first aid must not leave the
patient until emergency services or the parent arrives. A second educator should make all
emergency calls.
In the case of a minor accident, the first aid attendant will:
1. Reassure the child
2. Assess the injury
3. Attend to the injured person and apply first aid as required.
4. Ensure that disposable gloves are used with any contact with blood or bodily fluids.
5. Ensure that all blood or bodily fluids are cleaned up and disposed of in a safe
manner as per the infectious diseases policy.
6. Ensure that anyone who has encountered any blood or fluids washes theirhands
thoroughly in warm soapy water.
7. Record the incident and treatment given ensuring to include the following details:
• Name and age of child
• Date, time, and location of incident
• Description of injury and circumstances of how it occurred, including
witnesses.
• Treatment given and name and signature of first aid attendant
• Details of any medical personnel contacted.
• Name and details of any parent or emergency contact notified or attempted
to notify.
• Time and date of report and name and signature of a person making report
• Name and signature of nominated supervisor
8. Notify the parents either by phone after the incident if seen fit or on their arrival to
collect the child.
9. Parental signature confirming knowledge of the accident report form will be gained
at the soonest possible convenience.
• Where the service has had to administer first aid and the incident is deemed serious as per
Regulation 12, the OOSH Manager will ensure that the steps outlined in the
“Management of Incident, Injury, Illness and Trauma” policy are followed and the Regulatory
Authority is notified within 24 hours of either the incident or them becoming aware of the incident.
73. Considerations
National Links to other Service Policies Other
Education and Quality Documentation/Evi
Care Services Standards & dence
National Law & Elements
Regulations
Standards 2.1 - Medical Conditions and - Parent
S167, 174 and 2.2 Administration of - Handbook
Medication
- Staff
R85, 86, 87, 89, 90, Elements 2.1.2 - Providing a Child Safe
- Handbook
91, 97 and 2.2.2 Environment Policy
- My Time, Our
- Excursion Policy
Place
- Management of Incident, Framework
Injury and trauma Policy
- Incident
Reports
- Risk
Assessments
4. More information
If you have a query about this policy or need more information please contact a member of
theOOSH Team or email oosh@ways.org.au
5. Review details
This policy was adopted by WAYS OOSH April 2021
8Waverley Action Youth Services (WAYS) - WAYS OOSH
Behaviour Guidance Policy
1. Policy Statement
WAYS OOSH believes that children have the right to feel physically and psychologically safe. We aim to
provide an environment where all children and educators feel safe, cared for and relaxed andwhich
encourages cooperation and positive interactions between all persons (My Time, Our Place Outcome
1).
This behaviour management policy is based on guidance, redirection and positive reinforcement.
Educators will aim to guide rather than control the behaviour of the children in our care.
Basic guidelines will be established based regarding safety, respect for others, routines and cleanliness
and will be communicated to all families, children and educators along with consequences for
inappropriate behaviour. The service recognises the importance of children’s input into developing the
basic rules and helping to determine appropriate consequences for inappropriate behaviour (My Time,
Our Place Outcome 2). Our service promotes a positive approach to managing the behaviour of all
children. Children will be encouraged to problem solve and manage their frustrations where
appropriate. This can be achieved by exploring possible solutions, and helping children understand
and deal with their emotions. This will depend on the child’s age and level of development (My Time,
Our Place Outcome 3).
The service will ensure no child being cared and educated for by the service is subjected to any form of
corporal punishment or any discipline that is unreasonable in the circumstances.
The service will ensure that every reasonable precaution is taken to protect children being cared for or
educated by the service from harm and any hazard likely to cause injury.
2. Procedures
a) Guidelines
• Educators will ensure that expectations relating to children’s behaviour are clear and
consequences for inappropriate behaviour are consistently applied.
• Educators will act as a positive role model for acceptable behaviour and encourage and reward
acceptable behaviour.
• Educators will have access to training and support in positive approaches to behaviour
management. This will be made available as part of the training budget.
• Whilst at the service, we expect that the children will comply with the following basic rules:
✔ Respect each other
✔ Respect other people's property and that of the service
✔ Accept and respect individual needs and differences
9✔ Clean up after activities
✔ Be polite to educators and to each other
✔ Follow the instructions from educators
✔ Play only in the allocated areas as directed by educators and not enter areas that
educators have designated as “out of bounds” until the authorised person collecting them
has signed them out
✔ Not bully or engage in any form of aggressive behaviour
✔ Use appropriate language at all times.
b) Guiding Children’s Behaviour:
• Steps that educators take towards establishing good behaviour management include:
✔ Establishing positive relationships, which are the foundation for building children’s
self-respect, self- worth and feelings of security
✔ Observing children to identify triggers for challenging behaviours. Paying attention to the
child’s developmental level and any program issues that may be impacting on the
behaviour
✔ Using positive approaches to behaviour guidance. Some of these include positive
acknowledgment, redirection, giving explanations, encouragement, giving help,
collaborating to solve problems and helping children to understand the consequences
and impact of their behaviour
✔ Supporting children by providing acceptable alternative behaviours when challenging
behaviour occurs
✔ Ensuring limits are consistent, carried out in a calm, firm manner, followed through and
that children are helped to behave within the limits
✔ Involving the family and the child in appropriate ways in addressing challenging
behaviour
✔ Using other professionals when necessary to help with behaviour guidance, for
example, the Inclusion Support Facilitator (ISF)
✔ Identifying children’s strengths and building on them
✔ Seeking support from other educators and management.
c) Correction Steps:
• When a child’s behaviour is deemed inappropriate or if a child’s behaviour is intrusive to
another person’s enjoyment, then educators will actively intervene and take steps to
attempt to resolve the situation.
• Inappropriate behaviour can include bullying, being uncooperative, not listening to
reasonable requests from educators, or consistently disregarding the basic rules. In these
instances, the following steps will be taken:
10✔ The educator will explain to the child that this type of behaviour is inappropriate.
✔ The educator will re-direct the child to a different activity within the room (or
outdoors).
✔ If aggressive or inappropriate behaviour continues, the child will sit away from the
group in a supervised area to calm down and think about their actions. After a short
period of time, the educator will have a discussion with the child with respect to their
actions, and then the child will return to play.
✔ A discussion will be held with the child’s family when the child is collected.
d) Persistent inappropriate behaviour:
Definition:
• Bullying
• Physical violence
• Unsafe Play
• Refusal to comply with Educator and Staff directions
• Inappropriate Language and threats
• Intentionally damaged OOSH or school equipment
In extreme cases, to protect other children and educators, the service reserves the right to exclude the
child from the service; this may be a temporary or permanent measure. Exclusion will only be
considered after the following sequence of warnings have been given, these warnings are only given if
the child engages in any activity listed above:
• Warning 1: The child’s parent(s) will be asked to attend an interview with the Director of the
service and a representative of the P&C to discuss the behaviour. At this interview we will
discuss the behaviour observed, how it will be managed and offer support for the child. This
can take the form of engaging NSW/ACT Inclusion Support Agency with permission, a period of
reduced hours and other techniques that can assist in the change of behaviour.
• Warning 2: The child will be suspended from the service for a period of one week, more
support will be offered in an attempt to rectify the behaviour.
• Warning 3: The child will be excluded from the service.
If in the future, there is a demonstrable stable change in behaviour we will consider an application for
re-admittance into WAYS OOSH.
Please note that any warnings that are given will be maintained as a school record and may need to
be referred to in the future.
This standard was compiled with consideration to the Children’s Young Persons (Care and Protection)
act 1998, the Voluntary Code of Practice, Section 12 (exclusion for unacceptable behaviour), the
United Nations Convention on the Rights of Children, and lastly, Play – Rights and Responsibilities of
Children, Educators, Staff and Parents for a Cooperative OOSH Environment (Network of Community
Activities National Standards for Outside School Hours Care).
113. Considerations
Education and Care National Quality Other Service Other
Services National Standards and policies/documentation
Law and Elements
Regulations
S167 Standards 1.1, 2.2, - Confidentiality - Service
5.1, 5.2, 6.2 - Enrolment & Programs and
R73, 74, 76, 155, Orientation evaluations
156, 157,168, 274(a) Elements 1.1.2, - Providing a Child
2.2.3, 5.1.1, 5.1.2, Safe Environment - UN Convention
- Interactions with on the Rights of
5.2.2, 6.2.2 the Child
Children
- Management of
Incident, Injury and - My Time, Our
Trauma Place.
- Child Protection
- Incident reports
- Rewards
systems if used
4. More information
If you have a query about this policy or need more information please contact a member of the
OOSH Team or e-mail oosh@ways.org.au
5. Review details
This policy was adopted by WAYS OOSH April 2021
12Waverley Action Youth Services (WAYS) - WAYS OOSH
Child Protection Policy (OOSH)
1. Policy Statement
WAYS OOSH believes that it is every child’s right to be safe and protected from all forms of abuse,
violence or exploitation. It is the legal and moral obligation of all adults who work within ourservice to
ensure the safety and wellbeing of all children in our care. All staff, including casual staff, volunteers
and students has a duty of care to ensure the safety and protection to all children who access the
service’s facilities and/ or programs.
The safety and welfare of all children is of paramount importance.
Staff and management have a legal responsibility, as Mandatory Reporters, to take action to protect
and support children they suspect may be at significant risk of harm.
Our service will carry out the responsibilities of Mandatory Reporters as indicated under legislation. This
responsibility involves following the procedures as outlined by Community Services and the NSW
Commission for Children and Young People.
2. Procedures
▪ Mandatory Reporting
▪ A Mandatory Reporter is anybody who delivers services to children as part of their paid or
professional work.
▪ In OOSH services mandatory reporters are:
o Staff that deliver services to children
o Management, either paid or voluntary, whose duties include direct responsibility or
direct supervision for the provision of these services.
▪ Staff are mandated to report to Community Services if they have current concerns about the
safety or welfare of a child relating to section 23 of the NSW Children and Young Persons (Care
and Protection) Act 1998
▪ Section 23 (1) Child is at significant risk of harm – Neglect
o Basic physical or psychological needs not being met or are at risk of not being met
o Parents/carers unwilling or unable to provide necessary medical care
o Parents/carers unwilling or unable to arrange for the child or young person to
receive an education
o Child is at significant risk of harm – Physical / Sexual abuse
o Child is at significant risk of harm – Domestic violence
o Child is at significant risk of harm – Serious Psychological harm
o Child is at significant risk of harm – Prenatal report
13▪ Staff will undergo training in relation to child protection and reporting as part of the training
budget.
▪ Any staff that forms a belief based on reasonable grounds that a child is at risk of harm
should ensure they record the details of the report in a clear objective format.
▪ Reports should be treated with strict confidentiality in adherence to the service’s
Confidentiality Policy and Procedures.
▪ Any staff who forms a belief based on reasonable grounds that a child is at risk of harm
should discuss their concerns with their coordinator/ nominated supervisor, as he or she may
have information the staff member is not aware of. The Coordinator will then assist staff in
running the online Mandatory Reporters Guidelines tool (see point below for more
information) to determine whether the report meets the threshold for significant risk of harm.
▪ If directed by MRG to report to Community services, staff should report their concerns tothe
Child Protection Helpline:
Mandatory Reporters phone 13 36 27
Non-Mandatory reporters phone 132 111
▪ When reporting to the Helpline it is important to have as much information as possible
available to give to the Helpline. This might include child’s information, family information,
reporter details and outcomes of the MRG.
▪ If Coordinator/ OOSH Manager has been advised to but has not reported to
Community Services, you are legally responsible to do so.
▪ Once a report is made to the CS Helpline no further report needs to be made unless new
information comes to hand.
▪ Mandatory Reporting Guidance tool
▪ A Mandatory Reporting Guidance tool has been developed to help frontline mandatory
reporters, including OOSH workers determine whether the risk to a child or young person
meets the new statutory threshold of ‘risk of significant harm’. The MRG will guide reporter on
what action should be taken. The MRG is an interactive tool and is available online at:
https://reporter.childstory.nsw.gov.au/s/mrg
▪ If still in doubt the Community Services Helpline will provide feedback about whether or notthe
report meets the new threshold for statutory intervention.
▪ If new information presents concerning the child or young person run the MRG tool again
▪ Where concerns do not meet the significant harm threshold, the MRG tool may guide you to
‘Document and continue the relationship’. This requires the service to continue to support,
provide services, and coordinate assistance and referral for the child and their family.
14▪ The report page from the MRG should be printed and placed in the child/family file for
future reference regardless of whether or not further action is recommended.
For assistance with referral information.
Human Services Network www.hsnet.nsw.gov.au Family
Services NSW www.familyservices.nsw.asn.au
▪ Information exchange
In order to provide effective support and referral it may be necessary to exchange information
with other prescribed bodies including government agencies or non-government organisations
and services.
▪ The NSW Children and Young Persons (Care and Protection) Act 1998 has been amended
(2009) to include chapter 16A Information Exchange
▪ Chapter 16A requires prescribed bodies to take reasonable steps to coordinate decision
making and the delivery of services regarding children and young people
▪ Under Chapter 16 A NSW Children and Young Persons (Care and Protection) Act 1998,
Staff will exchange information that relates to a child or young person’s safety, welfare or
wellbeing, whether or not the child or young person is known to Community Servicesand
whether or not the child or young person consents to the information exchange.
▪ The information requested or provided must relate to the safety, welfare or wellbeing ofthe
child. Information includes:
o A child or young person’s history or circumstances
o A parent or other family member, significant or relevant relationship
o The agency’s work now and in the past
▪ Where information is provided in good faith and according to legal provisions, under
section 29 & section 245G NSW Children and Young Persons (Care and Protection) Act
1998; reporters cannot be seen as breaching professional etiquette or ethics or as a
breach of professional standards. There can be no liability for court action.
▪ Where a complaint is made about a staff member, or someone in the service
▪ Should an incident occur that involves a child being put at risk of harm from a member of
staff, volunteer, trainee or person visiting the service, this is regarded as ‘reportable
conduct’ and necessitates such conduct being reported to the NSW Ombudsman within30
days.
15▪ Where the allegation is made to a staff member or member of management the facts as
stated will be recorded in writing, using an Incident Report template that includes dates,
times, names of person/s involved, name of person making allegation and the person
making the report. This report should be kept on record and treated as strictly confidential.
▪ If the Coordinator or person in charge is suspected, then the chairperson on
management committee should be informed.
▪ The relevant forms together with information and assistance are available online at
www.nswombudsman.nsw.gov.au
▪ The person making the report should follow the advice of the Ombudsman’s
Departmental Officers.
▪ Management will also follow this advice.
▪ The matter will be treated with strict confidentiality.
▪ For the protection of both the children and the staff member involved, the staff member
should be encouraged to take special leave or removed from duties involving direct care
and contact with children, until the situation is resolved.
▪ Support should be provided to all involved. This support can be given in the form of
counselling or referral to an appropriate agency.
▪ Recruitment of staff
▪ All staff employed by the service including management, full time/ part time carers,
volunteers and students will be subject to a Working with Children Check carried out by the
NSW Commission for Children and Young People. Written approval from the prospective
employee will be sought prior to this check being carried out. All staff employed are required
to review this policy and sign an acknowledge of awareness of this policy and the actions to
be taken.
▪ When the service engages a self-employed individual to provide services, the provider is
required to provide a Certificate for Self-Employed People. This certificate ensures
verification that the person employed is not banned by law from working with children.
These certificates are issued through the NSW Commission for Children and Young People.
Application form and instructions are available on www.kids.nsw.gov.au
▪ For further information
▪ Child Story https://reporter.childstory.nsw.gov.au
▪ Human Services Network www.hsnet.nsw.gov.au
▪ Ombudsman www.nswombudsman.nsw.gov.au
▪ Community Services www.community.nsw.gov.au
▪ NSW Commission for Children and Young People www.kids.nsw.gov.au
▪ Child Protection Helpline 13 36 27
163. Considerations
Education and Care National Other Service policies/ Other
Services National Quality Documentation
Regulations Standard
Quality - Parent handbook - NSW Children and Young
R84, r85, r86, r87, Area’s 2, 3, - Staff handbook Person’s (Care and
r109, r110, r114, Protection) Act 1998
4, 5,6 & 7. - Health and Safety
r115, r155, r170, - Commission for Children and
policies and
r176, r168. Young People Act 1998
procedures
- Staffing policies and - Child Protection (Prohibited
procedures Employment) Act 1998
- Ombudsman Act 1974 (with
relevant Child Protection
Amendments)
- NSW Department of
Community Services
Mandatory Reporting
Guidelines
- NSW Child Protection
Interagency Guidelines (2006)
- Legislation Amendment
(Wood Inquiry
Recommendations) Act 2009
No 13
- Keep Them Safe – Information
session/ overview participants
manual2009/ 2010
- My Time, Our Place.
4. More information
If you have a query about this policy or need more information please contact a member of the
OOSH Team or email oosh@ways.org.au
5. Review details
This policy was adopted by WAYS OOSH 2021
17Waverley Action Youth Services (WAYS) - WAYS OOSH
Communication with Families Policy
1. Policy Statement
WAYS OOSH recognises that positive, reciprocal, and open relationships with families are integral to
every aspect of service operation. Experiences of relationships and participation in communities
contribute to children’s belonging, being and becoming. Collaborative partnerships with families are
extremely important to enable quality outcomes for children to be achieved.
2. Procedures
We are committed to establishing an atmosphere at the service, which is open, friendly, and allowsfor a
united relationship between families and educators.
Educators will:
• Provide an atmosphere at the service which is supportive of the cultural, linguistic and social
background of all families
• Listening to the needs and requirements of families and encouraging families to be involvedat
the service in any way possible including; program suggestion, policy review and
development, suggestions for improving routines or activities, addressing compliments or
complaints promptly.
• Communicate with families using an array of mediums including; email, phone, newsletter,
verbal, sign-in-sheets, posters, signage, Day Book, noticeboards etc.
• Display the current educational program at the service that is visible to families.
• Display the current menu at the service that is visible to families.
• Providing a private space for families to discuss any confidential issues during the session.
• Provide current information to families about their local area, including community services,
and parenting and family wellbeing resources.
• Provide a system for families to update personal information so that the service has the mostup
to date information.
• Communicate with parents of children who have medical conditions and ask them to
complete a Medical Risk Management Plan for the care that they will need at the service.
• Communicate with parents of children with additional needs, so that they are informed and ask
them to inform you of any changes to medication or alert you to any issues at home thatmay
have an impact on the child at the service.
• For families that require interpretive services, make sure that policies and other important
information can be made available in their preferred language.
• Keep all information confidential and sign a confidentiality agreement.
• All children and families records will be freely available on request to families.
• Ensure the service policies and Quality Improvement Plan is freely available to families.
• Provide a feedback book for families to make comments, suggestions etc.
18• Provide the name of the contact details for complaints as well as the details for the
Regulatory authority.
Families will:
✔ Sign their child into the service or let an educator know that they have arrived via phone or text
message.
✔ Read all communication from the service, including emails, posters, notices, noticeboards,
and invoices etc.
✔ Participating in family activities at the service and supporting the service by offering
donations of recycled materials, assisting with activities, special events etc.
✔ Communicating with educators about any information that may affect their child including
family events such as moving house, arrival of family from overseas, a family bereavement or
death of a pet etc.
✔ Communicating changes of routines to children so that they are prepared when they come to
the service and something is different.
3. Considerations
National Quality Links to other Service Other
Education and Care Standards & Policies Documentation /
Services National Elements Evidence
Law & Regulations
Standards 1.3, - Confidentiality, Delivery and - My Time, Our
R 87,90,92, 97, 6.1, 6.2 Collection of Children, Place
99,102, Enrolment and Orientation, - Service
Inclusion, Interactions with Newsletters
Elements 1.3.3, Children and Management of - Parent Handbook
6.1.1, 6.1.2, Complaints policies.
6.1.3, 6.2.1, - Staff Handbook
6.2.2, 6.2.3
4. More information
If you have a query about this policy or need more information please contact a member of the
OOSH team or contact oosh@ways.org.au
5. Review details
This policy was adopted by WAYS OOSH April 2021
19Waverley Action Youth Services (WAYS) - WAYS OOSH
Confidentiality Policy (OOSH)
1. Policy Statement
WAYS OOSH will make every effort to protect the privacy and confidentiality of all individuals
associated with the service by ensuring that all records and information about individual children,
families, educators, staff and management are kept in a safe and secure place and is not divulged or
communicated, directly or indirectly, to another person other than:
• To the extent necessary for the education and care of the child
• To the extent necessary for medical treatment of the child
• Family of the child to whom the information relates
• The Regulatory Authority or an authorised officer as expressly authorised, permitted or
required under the Education and Care Services National Law and Regulations
• With the written consent of the person who provided the information.
2. Procedures
(a) Collection of personal information
- Before collecting personal information, the service will inform individuals of the following:
✓ The purpose for collecting the information;
✓ What types of information will be disclosed to the public or other organisations;
✓ When disclosure will happen;
✓ Why disclosure needs to occur;
✓ How information is stored;
✓ The strategies used to keep information secure;
✓ Who has access to the information;
✓ The right of the individual to view their personal information
✓ The length of time information needs to be retained; and
✓ How information will be disposed of.
All information regarding the children and their families attending the service is to be used solely
for the purposes of providing childcare and meeting the administration requirements of
operating the service.
All information regarding any child/family enrolled in the service will only be accessible to
authorised persons. The Approved Provider and the OOSH Manager will determine who is
authorised to access records.
20(b) Retention and Storage of Records
• The Service will ensure that documents set out in the Education and Care Services National
Regulations (Regulation 177) are kept in a safe and secure place for the length of time outlined in
Regulation 183 (2).
• The service will develop a practice in relation to the retention and disposal of records.
• In the event that approval of the service is transferred, the requirements of Regulation 184 will be
followed.
(c) Disclosure of Information
• Personal information regarding the children and their families is not to be discussed with
anyone outside the service, except in circumstances outlined in Regulation 181.
• Families may seek access to the personal information collected about them and their child by
contacting the OOSH Manager at the service. Children may also seek access to personal
information about themselves. However, access may be denied where access would impact on
the privacy of others; where access may result in a breach of the service's duty of care to the
child; or where the child has provided information in confidence.
• Lists of children's or family’s names, emails and phone numbers are deemed confidential and
are not for public viewing and will not be issued to any other person or organisation without
written consent.
• No personal information regarding a staff member is to be given to anyone without his/her
written permission.
(d) Personal Conversations
• Personal conversations with families about their children, or other matters that may impact on
the child’s enrolment, for example, fees, will take place in an area that affords them privacy.
• Personal conversations with educators and staff about matters relating to their performancewill
take place in an area that affords them privacy.
(e) Maintenance of Information
• The OOSH Manager is responsible for maintaining all service records required under the
Education and Care Services National Regulations (Regulation 168) and other relevant
legislation, for example, Work, Health and Safety, Australian Taxation Office, Family Assistance
Office, Department of Education, Employment and Workplace Relations (DEEWR) and for
ensuring that information is updated regularly.
• The service takes all reasonable precautions to ensure personal information that is collected,
used and disclosed is accurate, complete and up-to-date.
• Individuals will be required to advise the service of any changes that may affect the initial
information provided.
213. Considerations
National Links to other Service Other
Education and Quality Policies
Care Services Standards &
National Law & Elements
Regulations
4.2, 5.1, 7.3 - Governance and - My Time, Our Place.
S175 Management, Medical - Network OSHC
Conditions and Codeof Conduct.
R145 – 152, 158- Administration of
- Network Record
Medication,
162, 168, 177, 181, Keeping Factsheet.
Acceptanceand Refusal
183, 184 - Work, Health and
of Authorisations,
Safety Act (2011).
Communication with
Families, Delivery and - Privacy Act (1988).
Collection of Children, - Child Care Service
Enrolment and Handbook (DEEWR).
Orientation, - Child Care Benefit
Management of legislation.
Complaints policies - Enrolment Form.
- Parent Handbook.
- Staff Handbook.
- Personnel files.
4. More information
If you have a query about this policy or need more information please contact an OOSH team
member or contact oosh@ways.org.au
5. Review details
This policy was adopted by WAYS OOSH April 2021
22Waverley Action Youth Services (WAYS) - WAYS OOSH
Dealing with Infectious Diseases Policy
1. Policy Statement
WAYS OOSH will provide a safe and hygienic environment that will promote the health and wellbeing of
all children (“My Time, Our Place” Outcome 3). We will take all reasonable steps to prevent and manage
the spread of infectious diseases through the implementation of procedures that are consistent with
guidelines of State Health Authorities.
2. Procedures
• Prevention
• Universal precautions will be consistently applied across service practices to ensure
prevention of the spread of infections is effective.
• A regularly updated copy of the Department of Health guidelines on infectious diseases willbe
kept at the service for reference by educators, management and families.
https://www.health.nsw.gov.au/Infectious/factsheets/Pages/default.aspx
• If a child is showing symptoms of an infectious disease whilst at home, families are not
permitted to bring the child to the service. Children who appear unwell when being signed in by
their family will not be permitted to stay at the service.
• Hand washing will be practised by all educators and children upon entering the service,
before preparing or eating food and after all dirty tasks such as toileting, cleaning up any
items, wiping a nose, before and after administering first aid, playing outside or handling an
animal. In addition, educators will wash their hands before leaving the service.
• The service will be cleaned daily and rosters maintained as evidence of the cleaning tasks
being undertaken.
• All toilet facilities will have access to a basin or sink with running hot and cold water and
soap and paper towel for washing and drying hands.
• Women and girls will have access to proper feminine hygiene disposal.
• Soap and paper towel will also be available in the kitchen area.
• All toilets, hand basins and kitchen facilities used by the service will be cleaned and sanitised
daily. General surfaces will be cleaned with detergent after each activity and at the end of
the day and all contaminated surfaces will be disinfected.
• Toys will be washed, cleaned and disinfected on a regular basis with material items such as
dress ups and cushion covers laundered as required but a minimum of quarterly.
• Educators will maintain and model appropriate hygiene practices and encourage the children
to adopt effective hygiene practices. As part of children taking increasing responsibility for
their own health and physical wellbeing, educators will acknowledge children who are
modelling hygiene practices.
23• Informal education in proper hygiene practices will be conducted on a regular basis, either
individually or as a group through conversations, planned experiences, inclusion in service
routines and reminders. Health and hygiene practices will be highlighted to parents, and
where appropriate information sheets or posters will be used by educators to support these
practices.
• Educators will aim to provide a non-judgmental approach to differences in hygiene practices
and standards between families in order to support children’s developing sense of identity.
Where practices differ to standards expected in the service, educators are to remind children
that these are practices to be followed in the service, but they may be different for them at
home.
• All educators will be advised upon appointment to the position to maintain their immunity to
common childhood diseases, tetanus and Hepatitis B through immunisation with their local
health professional
• Management of Infectious Diseases
• Children and educators with infectious diseases will be excluded from the service for the period
recommended by the Department of Health.
• Where there is an outbreak of an infectious disease, each enrolled child’s family/emergency
contact will be notified within 24 hours via a notice, email or phone call under ordinary
circumstances. The service will maintain confidentiality when issuing the notification and ensure
it is not prejudicial or identify any children.
• In the event of an outbreak of vaccine-preventable disease at the service or school attended
by children at service, parents of children not immunised will be required to stay at home forthe
duration of the outbreak for their own protection.
• If a child develops symptoms of a possible infectious disease whilst at the service, their
family will be contacted to take the child home. Where they are not available, emergency
contacts will be called to ensure the child is removed from the service promptly.
• All educators dealing with open sores, cuts and bodily fluids shall wear disposable gloves and
practice universal precautions.
• Educators with cuts, open wounds or skin diseases such as dermatitis should cover their
wounds and wear disposable gloves.
• Disposable gloves will be properly and safely discarded, and educators are to wash their
hands after doing so.
• If a child has an open wound it will be covered with a waterproof dressing and securely
attached.
• If bodily fluids or blood gets on the skin but there is no cut or puncture, wash away with hot
soapy water.
• In the event of exposure through cuts or chapped skin, promptly wash away the fluid,
encourage bleeding and wash in cold or tepid soapy water.
• In the event of exposure to the mouth, promptly spit it out and rinse mouth with water
several times.
• In the event of exposure to the eyes, promptly rinse gently with cold or tepid tap water or
saline solution.
24• In the event of having to perform CPR, disposable sterile mouth masks are to be used, or if
unavailable a piece of cloth. The staff person in charge of the first aid kit will ensure that a
mask is always available in the kit.
• Any exposure should be reported to the Coordinator/OOSH Manager and
management to ensure proper follow up procedures occur.
• When assisting children with toileting educators will ensure that they wear gloves and wash
their hands afterwards. They will also encourage the child to wash their hands.
• Educators will consider the resources they are using when assisting school age children with
toileting to ensure they are age appropriate and ensure privacy for the child and ease of use.
• Any soiled clothing shall be handled using disposable gloves and be placed in a sealed plastic
bag for the parents to take home for laundering. The service will never rinse soiled clothing.
• Any blood or bodily fluid spills will be cleaned up immediately, using gloves and fully disinfectthe
area. Cloths used in cleaning will be wrapped in plastic bags and properly disposed of
according to current infection control guidelines.
• The Public Health Unit will be notified if any child or educator contracts a vaccine-
preventable disease.
• Payment of fees will be required for children during an outbreak of a vaccine-preventable
disease, unless other arrangements discussed and agreed to by management have been
made.
• The Coordinator/OOSH Manager will follow the recommendations as outlined in theHealth
Department document.
• The decision to exclude or re-admit a child or educator will be the responsibility of the
Coordinator/OOSH Manager and will be based on the child’s symptoms, medical advice
and Department of Health guidelines for children who have an infectious disease orwho
have been exposed to an infectious disease.
• The service has the right to refuse access if there are valid concerns about the child’s health.
• Children and educators with diarrhoea will be excluded for 24 hours after the symptoms
have disappeared or after a normal stool.
• A doctor’s clearance certificate will be required for all infectious diseases such as measles,
mumps diphtheria, hepatitis A, polio, tuberculosis, typhoid and paratyphoid before returningto
the service.
• Management of HIV/AIDS/Hep B and C
• Under the Federal Disability Act and the Equal Opportunity Act, there will be no
discrimination based on a child’s/family/educator’s HIV status.
• A child with AIDS shall be treated as any other child and will have the same level of physical
contact with educators as other children in the centre.
• Where educators are informed of a child, family member or another educator who has
HIV/AIDS or Hep B or C, this information will always remain confidential. The service hasno
obligation to advise other families attending the service of a child’s or educators HIV status.
25• Proper safe and hygienic practices will be always followed and implementation of
procedures to prevent cross infection as identified in this policy will be consistently
implemented.
• Educators and families will be encouraged to participate in AIDS and Hepatitis education.
3. Considerations
National Links to other Service Other
Education and Care Quality Policies Documentation/
Services National Standards& Evidence
Law & Regulations Elements
Standard 2.1 - Enrolment and - Disability
S167 Orientation, Providing Discrimination Act
Element 2.1.2 a Child Safe 1975
R85, 86, 87, 88, 90, Environment, Incident, - NSW Anti-
91, 92, 93, 95, 96 Injury, Illness and discrimination Act
Trauma, Medical 1977
Conditions and - Work Health and
Administration of Safety Act 2011
Medication,
Confidentiality - Staying Healthy in
Policies Child Care
(5thEdition)
- NSW Dept. of
Health guidelines
- Parent Handbook
- Staff Handbook
4. More information
If you have a query about this policy or need more information please contact a member of the
OOSH team or contact oosh@ways.org.au
5. Review details
This policy was adopted by WAYS OOSH April 2021
26Waverley Action Youth Services (WAYS) - WAYS OOSH
Dealing with Medical Conditions and MedicationAdministration Policy
1. Policy Statement
WAYS OOSH will work closely with children, families and where relevant schools and other health
professionals to manage medical conditions of children attending the service. We will support children
with medical conditions to participate fully in the day-to-day program in order to promote their sense of
wellbeing, connection and belonging to the service (“My Time, Our Place” 1.2, 3.1).
Our educators will be fully aware of the nature and management of any child’s medical condition and
will respect the child and the family’s confidentiality (“My Time, Our Place” 1.4). Medications will only
be administered to children in accordance with the National Law and Regulations.
2. Procedure
- Dealing with medical conditions
• Families will be asked to inform the service of any medical conditions the child may have at
the time of enrolment. This information will be recorded on the child’s enrolment form.
• Upon notification of a child’s medical condition, the service will provide the family with a
copy of this policy in accordance with regulation 91.
• Specific or long-term medical conditions will require the completion of a medical
management plan developed in conjunction with the child’s doctor and family.
• It is a requirement of the service that a risk minimisation plan and communication plan is
developed in consultation with the child’s family. The Coordinator will meet with the family
and relevant health professionals as soon as possible prior to the child’s attendance to
discuss the content of the plan to assist in a smooth and safe transition of the child into the
service.
• Content of the management plan will include:
✓ Identification of any risks to the child or others by their attendance at the service.
✓ Identification of any practices or procedures that need adjustment at the service to minimiserisk
e.g. food preparation procedures.
✓ Process and timeline for orientation or training requirements of educators.
✓ Methods for communicating between the family and educators if there are any changes to
the child’s medical management plan.
• The medical management plan will be followed in the event of any incident relating to the
child’s specific health care need, allergy or relevant medical condition. All educators including
volunteers and administrative support will be informed of any special medical conditions
27affecting children and orientated regarding the necessary management. In some cases
specific training will be provided to educators to ensure that they are able to effectively
implement the medical management plan.
• Where a child has an allergy, the family will be asked to supply information from their doctor
explaining the effects if the child is exposed to whatever they are allergic to and to explain
ways the educators can help the child if they do become exposed.
• Where possible the service will endeavour to not have that allergen accessible in the service.
• All medical conditions including food allergies will be placed on a noticeboard near the
kitchen area out of the sight of general visitors and children. It is deemed the responsibilityof
every educator at the service to regularly read and refer to the list.
• All relief educators will be informed of the list on initial employment and provided orientation
on what action to take in the event of a medical emergency involving that child.
• Where a child has a life threatening food allergy and the service provides food, the service
will endeavour not to serve the particular food allergen in the service when the child is in
attendance and families will be advised not to supply that allergen for their own children.
Families of children with an allergy may be asked to supply a particular diet if required (e.g.
soy milk, gluten free bread).
• Where it is necessary for other children to consume the particular food allergen (e.g. milk or
other dairy foods) the child with a food allergy will be seated separately during meal times
and all children will wash their hands before and after eating.
• Where medication for treatment of long term conditions such as asthma, diabetes, epilepsy,
anaphylaxis or ADHD is required, the service will require an individual medical management
plan from the child’s medical practitioner or specialist detailing the medical condition of the
child, correct dosage of any medication as prescribed and how the condition is to be
managed in the service environment.
• In the event of a child having permission to self-medicate this must be detailed in an individual
medical management plan including recommended procedures for recording that the
medication has been administered. The doctor must provide this plan. In one off
circumstances the service will not make an exception to this rule and will require the familiesto
complete the procedure for the educators to administer the medication.
Administration of Medication
• Prescription medication will only be administered to the child for whom it is prescribed, fromthe
original container bearing the child’s name and with a current use by date. Non- prescription
medication will not be administered at the service unless authorised by a doctor.
• Educators will only administer medication during services operating hours.
• Permission for a child to self-medicate will be administered with the families written permission
only, or with the verbal approval of a medical practitioner or parent in the case of an
emergency.
• In the event that a case of emergency requires verbal consent to approve the administration of
medication, the service will provide written notice to the family as soon as practical after
administration of the medication.
28• An authorisation is not required in the event of an asthma or anaphylaxis emergency however
the authorisation must be sought as soon as possible after the time the parent andemergency
services are notified
• Families who wish for medication to be administered to their child or have their child self-
administer the medication at the service must complete a medication form providing the
following information;
▪ Name of child
▪ Name of medication
▪ Details of the date, time and dosage to be administered. (General time, e.g. lunchtime will
not be accepted.)
▪ Where required, indicate if the child can administer the medication themselves orhave an
educator do it.
▪ Signature of family member
• Medication must be given directly to an educator and not left in the child’s bag. Educators
will store the medication in a designated secure place, clearly labelled and ensure that
medication is always kept out of reach of children.
• If anyone other than the parent is bringing the child to the service, a written permission note
from the parent, including the above information, must accompany the medication.
• An exception to the procedure is applied for asthma medication for severe asthmatics in
which case the child may carry their own medication on their person with parental
permission. Where a child carries their own asthma medication, they should be encouragedto
report to an educator their use of the puffer as soon as possible after administering and the
service maintain a record of this medication administration including time, educator advised
and if the symptoms were relieved.
• Before medication is given to a child, the educator (with current First Aid Certificate) who is
administering the medication will verify the correct dosage for the correct child with another
educator who will also witness the administration of the medication.
• After the medication is given, the educator will record the following details on the
medication form: Name of medication, date, time, dosage, name and signature of person
who administered and name and signature of person who verified and witnessed.
• Where a medical practitioner’s approval is given, educators will complete the medication.
form and write the name of the medical practitioner for the authorisation.
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